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FALLS RUN COMMUNITY ASSOCIATION Board of Directors Meeting Open Session April 24, 2019
FALLS RUN COMMUNITY ASSOCIATION
Board of Directors Meeting
Open Session April 24, 2019
FALLS RUN COMMUNITY ASSOCIATION INC. Board of Directors Meeting – Open Session April 24, 2019
AGENDA
I. CALL TO ORDER/VERIFICATION OF QUORUM
II. ACCEPTANCE OF DRAFT AGENDA (M)
III. ADJOURN TO EXECUTIVE SESSION (M)a. Delinquency/Small Balance Report/Account Suspensionb. Committee Roster Review (M)c. Resident Communicationd. Resident Mattere. Legal Matterf. Contract Matterg. Personnel Matter
IV. RECONVENE IN OPEN SESSION
V. MOTIONS FOLLOWING EXECUTIVE SESSIONa. Committee Rosters (M)
b. Replacement Reserve Account Transfer (M)
VI. ANNOUNCEMENTSa. Special BOD Meeting May 9, 2019 (if required)b. Regularly Scheduled BOD Meeting May 22, 2019.
VII. OPEN FORUMa. Comments from members present at the meeting relating
to current agenda topics (3 minutes max per speaker)
VIII. REVIEW AND APPROVAL OF MINUTESa. Review and Approval of March 27, 2019 Minutes (M)
IX. REPORTS (Boards and Committees)
X. OLD / UNFINISHED BUSINESSa. Retaining Wall Project Updateb. Stop/Street Sign Replacement Project Updatec. Railing Painting Updated. Falls Run Trellis \ Bench Board Replacemente. Tennis Court Repairf. Storm Water Conveyance Channel Repairs – Ashlandg. Storm Water Conveyance Channel Repairs
Smithfield\Norwoodh. Falcon – HVACi. No Trespassing Signs at SWM Pond Culvertsj. Street Light Identificationk. Gloomy Scale Treatmentl. Spring Flower Rotationm. Middlebrook Entrance – Tree(s) Removal
XI. NEW BUSINESSa. Window Treatment – Blind Replacement (M)b. Paint Wood Trim – Meeting Rooms, Billiard Room and
Kitchen (M)
LOCATION
101 Bridgewater Circle. Fredericksburg, VA 22406
TIME
7:00 PM
APPROVED 2019 MEETING DATES
January 23, 2019
February 27, 2019
March 27, 2019
April 24, 2019
May 22, 2019
June 26, 2019
July 24, 2019
August 28, 2019
September 25, 2019
October 11, 2019
November 13, 2019
December 11, 2019
FirstService Residential 11351 Random Hills Road Suite 500
Fairfax, VA 22030
Dominic Klepic CMCA®
General Manager [email protected]
XII. OPEN FORUMa. Comments from members present at the meeting (3 minutes maximum per speaker)
XIII. PLANNING CALENDAR
XIV. ADJOURNMENT
FALLS RUN COMMUNITY ASSOCIATION INC. Board of Directors Meeting – Open
April 24, 2019
I. CALL MEETING TO ORDER/VERIFICATION OF QUORUM
NAME POSITION JA
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FE
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MA
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AP
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MA
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JU
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AU
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OC
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NO
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Rick Chevrette President X X X
Paula Keefe Vice President X X X
Connie Block Secretary X X X
Bill Barnes Treasurer X X X
Jake Bernard Director X X X
Haward Boyette Director X X X
Elizabeth Kelley Director X X X
Christine Nace Director X X X
II. ACCEPTANCE OF DRAFT AGENDA (M)
III. ADJOURN TO EXECUTIVE SESSION – BOARD MEMBERS ONLY (M)a. Delinquency/Small Balance Report/Account Suspensionb. Committee Roster Review (M)c. Resident Communicationsd. Resident Mattere. Legal Matterf. Contract Matter
g. Personnel Matter
IV. RECONVENE IN OPEN SESSION
V. MOTIONS FOLLOWING EXECUTIVE SESSIONa. Committee Rosters (M)b. Replacement Reserve Account Transfer (M)
VI. ANNOUNCEMENTSa. Special BOD Meeting May 9, 2019 (if required)b. Regularly Scheduled BOD Meeting May 22, 2019
VII. OPEN FORUMa. Comments from members present at the meeting relating to current agenda topics
(3 minutes max per speaker)
VIII. REVIEW AND APPROVAL OF MINUTESa. Review and approval of March 27, 2019 Minutes (M)
IX. REPORTS a. President Rick Chevrette b. Vice President Paula Keefe c. Secretary Connie Block d. Treasurer Bill Barnes e. Directorsf. Villas at Falls Run John Deegan, J
g. General Managerh. Activities Directori. Community Centerj. Communications Committeek. Covenants Committeel. Electionsm. Finance Committeen. Gazetteo. Modifications Committeep. Property & Groundsq. Garden G.R.U.N.T.S.r. Socials. Travel
Dominic Klepic Lara Lewis Open Open Tom Bruns Susanne Lazanov Casey Naatjes Susan Smart Vanessa Watson Chuck Heath Nancy Bevilacqua Elisa Paigo Sandy Gaudet
X. OLD / UNFINISHED BUSINESS (Project/Contract Spreadsheet)
a. Retaining Wall Project – Wet Land delineation study received. PreliminaryJurisdictional Appeal currently in process.
b. Stop/Street Sign Replacement – Signs remaining to be installed: Ashland &Bridgewater, Stop sign at Ashland & Ashland, Smithfield and Middlebrook entrances.The street sign blades have been ordered and will be installed upon receipt.
c. Railing Painting Update – Management met with Exterior Medics toprepare a progress checklist (attached to Project Status Report). Thecrews will continue to work through sections the week of April 22, 2019.
d. Falls Run Trellis Replacement – Received confirmation that materials have beenshipped from California and Kolas will be onsite the first week of April. Nothing newto report.
e. Tennis Court Repair – Tennis Courts, Inc, Mid Atlantic Tennis Courtsand Rennolds Tennis Court Construction have confirmed interest inproviding short term and long-term solutions. Tennis Courts, Inc.visited the site during the week of April 8, 2019.
f. Storm Water Conveyance Channel Repairs – Ashland – Job Completed.
g. Storm Water Conveyance Channel Repairs – Smithfield/Norwood –Shenandoah, JTS and Rupert are currently reviewing the area and will preparecompetitive bids for the drainage concerns.
h. HVAC Replacement Update – Nothing new to report currently.
i. No Trespassing Signs at SWM Pond Culverts – Work in process. Pond 5 hasbeen completed and maintenance will continue to work through Ponds 3 & 4.
j. Street Light Identification – Work in process. Clubhouse poles have beencompleted and maintenance will continue to work through the community.
k. Gloomy Scale Treatment – Contract approved and executed. Work to becompleted based on timing of bloom and conditions.
l. Spring Flower Rotation – Contract approved and executed. Installation tobegin the last week of April or the first week of May based on productavailability.
m. Middlebrook Entrance – Tree(s) Removal – Contract approved, executed andutilities have been marked. Work to be completed during the week of April 22,2019.
XI. NEW BUSINESSa. Window Treatments – Blind Replacement (M)b. Paint Wood Trim – Meeting Room, Billiard Room and Kitchen (M)
XII. OPEN FORUMa. Comments from members present at the meeting (3 minutes maximum per speaker).
XIII. PLANNING CALENDAR
XIV. ADJOURNMENT
ALLS RUN COMMUNITY ASSOCIATION Board of Directors Meeting – Open Session
April 24, 2019
NOTES
Our values are the foundation upon which FirstService Residential is built and serve to guide us every day. Our Associates – the heart and soul of our company – share these values.
Be Genuinely Helpful Aim High Do What’s Right
Own It Improve It Build Great Relationships
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Falls Run Community Association, Inc. (FRCA) Minutes of the Board of Directors Regular Meeting
March 27, 2019
The Board of Directors (BOD) meeting was called to order at 6:02pm by President Rick Chevrette. A quorum was verified. Present: Richard (Rick) Chevrette, Paula Keefe, Elizabeth (Beth) Kelley, Jake Bernard, Haward Boyette, Constance (Connie) Block, Christine Nace, FRCA Treasurer William (Bill) Barnes, and General Manager (GM) Dominic Klepic. Approximately 35 residents attended.
The draft agenda was accepted after a motion by Beth, seconded by Paula. Next Paula moved, Beth seconded and all approved adjourning to Executive Session for: Delinquency/Small Business Report, Committee Roster Review, Resident Communication, and Resident, Legal, Personnel and Contract Matters.
The BOD reconvened in Open Session at 7:09pm. Motions following Executive Session were: (M) The amended FRCA Committee Roster was approved. (Beth moved, Haward seconded)
The April BOD regular meeting is April 24th. A special BOD meeting may be held April 10.
Open Forum
Mary Ann Seidlinger asked for a moment of silence in remembrance of Falls Run residents who
died in the last month (Art Gabler, Gail Russell, Walter O’Connell and Charlie Stroman). She then
read the “Train of Life” poem by Kathleen Potka.
Don Horan asked for clarification of where FRCA is in the contract process for the HVAC system. The process is on hold in the middle of phase two. Jake said Falcon Engineering responded to questions via a white paper, but it is not complete. Rick said all options have positives and negatives, a site visit to a new VRF installation is being sought, and the board is gathering more information. Don McCreary asked that residents be able to see the reports/white paper.
(M) All affirmed waiving the reading of and approved the minutes of the February 27, 2019regular BOD meeting (Christine moved, Beth seconded).
Board and Committee Report highlights President Rick said confidential proposal information no longer will be in the board packet posted on the FRCA website. He requested patience with the table placed by the office area – considering logistical approaches if it is removed. He and GM are investigating options for the lighting at the Middlebrook entrance for night time visibility coming s/west on Plantation Drive.
The Treasurer reported the following investments: purchase of a primary-market, 2.300% interest rate for 3-month, $85,000 CD from Santander Bank, FDIC Insured, effective on 3 March 2019 from replacement reserve funds; purchase of a primary-market, 2.350% interest rate for 3-month, $50,000 CD from Stifel Bank, FDIC Insured, effective on 27 March 2019 from operations
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funds; purchase of a primary-market, 2.368% interest rate for 4-month, $95,000 CD from Mellon Bank, FDIC Insured, effective on 22 March 2019 from operations funds; purchase of a primary-market, 2.414% interest rate for 6-month, $40,000 CD from Mid-Field Bank, FDIC Insured, effective on 29 March 2019 from operations funds. He authorized the following expenditure: approved expending Operations funds in the amount of $1,500.00 to Millennium Pool Service to replace an inaccurate flow meter on 27 March. Expenses charged to G.L. account 59002 59020 Indoor pool repairs/maintenance. He transferred $50,000 from Sterling Bank Money Market operations account to NCB operations checking account to ensure adequate balance to meet upcoming demands. Bill noted the new kitchen and meeting rooms flooring replacement was $1,974.58 under budget and thanked the GM and all who helped.
John Deegan, Villas Board president, talked about issues with the 112 cast concrete retaining walls (back filled with construction rubble versus engineered fill, improper drainage weep holes, no construction drawings on file with the county, no inspections done). Three walls will be steel reinforced this year and all walls will be repainted.
Finance Committee meeting minutes are posted. Modifications Committee is working to update inspection procedures. Activities Director Lara Lewis alerted folks to sign up for Social Committee’s KY Derby event. Joan Chamberlain said the Center Committee is obtaining estimates for tan trim painting and window blind replacement as well as satisfactory options for table replacements. The billiard’s room fireplace repainting estimate will go to the Finance Committee. A Little Library has been set up in the main room bookcase: share a book/borrow a book. Sandy Gaudet highlighted several Travel Committee events.
Project reports by Dominic (GM) with input from Rick Chevrette and Jake Bernard.
• Shenandoah Landscape has begun spring cleanup/mulching
• Brightview Landscaping will remove snow sign poles very soon
• Movable walls repaired. Sound deadening barrier at bottom not recommended.
• The salt generators for the indoor pool are under warranty and will be replaced
• Property & Grounds Committee needs a chair. Volunteer via the GM.
• Outdoor pool equipment and railing repairs to happen in near future.
• Stop/Street Sign Replacement almost done. Notify GM of any issues (misspelling, etc.)
• Kolas Construction received materials for trellis replacement and will start soon
• Emergency concrete & pothole repairs completed. More settling concrete expected asground dries out. Notify GM of hazards.
• Beaver control: contract expired, traps removed, dam breached. No beaver activity now.
New Business (M) The motion by Haward, seconded by Christine, to approve the Ruppert Landscape proposaldated January 28, 2019, to improve/repair the FRCA owned Storm Water Management (SWM)Conveyance channel between Linden Court & Ashland Circle, to be expensed to the operatingbudget G.L. – 54720- SWM and not to exceed $25,800.00 passed unanimously.(M) The motion by Christine, seconded by Connie, to approve the Bartlett Tree Experts proposal#4314228 to provide Gloomy Scale treatment to 118 FRCA owned red maple trees, to be
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expensed to the Operating G.L. #57250-57251 – Grounds Maintenance Non-contract, not to exceed $3,675.00 passed unanimously. This is a yearly recurrent expense to eradicate the scale. (M) The motion by Paula, seconded by Christine, to approve the Shenandoah Landscape Servicesproposal #7623 to install the spring flower rotation at the Middlebrook entrance and Centermulch beds, expensed to Operating G.L. # 54200-54260 – Landscape Seasonal Flowers, not toexceed $4,100.00 passed unanimously.
Haward moved and Connie seconded a motion that AR 19-02 – Storm Water Maintenance Responsibility be approved. Discussion followed. Paula said the AR is particularly timely in light of recent Virginia legislation on HOA requirements to notify purchasers about property drains. The AR identifies FRCA owned storm water conveyance channels and drains. Beth moved and Christine seconded a motion to table the AR 19-02 motion so board members can review it further and identify questions to be clarified. The tabling motion passed unanimously.
Open Forum highlights on matters not reported above: Chickie Vaillancourt asked for a timeline on the tennis court repair. A geo-technical engineering study is next, hopefully by May. Several individuals had questions about AR 19-02.
The meeting adjourned at 8:15 pm (motion by Jake, seconded by Paula and approved by all).
____________________________________________
Rick Chevrette, FRCA President
I attest that the foregoing minutes were accepted and approved by the Board of Directors at a duly called meeting of the Board of Directors on _________________________.
___________________________________________
Constance Block, FRCA Secretary
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Type of Contract: Name of Vendor: Quote Received Estimated
Start
Estimated
End
NOTES/ASSIGNMENTS:
HVAC Replacement The Falcon Group Yes 7/26/2018 Fall of 2019 White Paper has been received
from Falcon and in review with
the BOD. April - Agenda Item
Retaining Wall Project The Falcon Group Yes ASAP - Spring
2019
Spring 2019 Wet Land delineation study
received. Preliminary
Jurisdictional Appeal currently in
process.
Rail Painting Exterior Medics Yes Summer 2018 Spring 2019 Progress Report Attached. A crew
will be onsite the week of April 22,
2019 to continue completing
sections.
Storage Facilities Falmouth Self
Storage
No ASAP ASAP 5X5 - $60 per Month 5X10 - $82
per month. Add $10 for climate
controlled units.Tennis Court Study Tennis Court, Inc. No In Process N/A Reviewed the tennis courts in
search of an immediate repair to
make the courts usable, and a
long term permanent repair.Tennis Court Study Mid Atlantic Tennis
Courts
No In Process N/A Requested review of the tennis
courts. Will visit community
ASAP.
Tennis Court Study Rennolds Tennis
Court Construction,
Inc.
No In Process N/A Requested a review of the Tennis
Courts to make them usable as
well as a long term plan.
Mailbox R/R TBD No ASAP ASAP Tabled/Put on hold until 2019.
Trellis Repairs Kolas Contracting Yes Apr-19 May-19 On schedule for April 2019. Andy
is preparing a construction
schedule and will send ASAP.
Street Sign Replacement Mainstreet Mailbox yes Mid to Late
August
Apr-19 Signs remaining to be installed:
Ashland & Bridgewater Circle,
Stop sign at Ashland and Ashland,
Smithfield and Middlebrook
Entrance
SWM Ashland - Falcon No ASAP Apr-19 Presented RFA during the
March Finance Committee
meeting. On March agenda.
Benches need boards
replaced.
Kolas /
Presentation
No Spring 2019 Spring 2019 Nothing new to report.
Outdoor Pool Skimmer
Repair
Millennium Yes Spring 2019 Spring 2019 Met with Millennium on 3-20-
2019 to review and discuss.
Nothing new to report.
Pool Shed / Workshop
Conversion
Shawn No ASAP ASAP Work in process. Shawn will
continue to move items from
Maintenance room to the
shop.
FRCA- Contract/Project Status Information
April 19, 2019
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Type of Contract: Name of Vendor: Quote Received Estimated
Start
Estimated
End
NOTES/ASSIGNMENTS:
FRCA- Contract/Project Status Information
Emerald Ash Borer Tree
Removal
Shenandoah Yes ASAP ASAP Work currently in process.
Beaver Control - Shadwell -
Falls Run Stream
Critter Control Yes Jan-19 Completed Quarterly inspection
completed on April 15, 2019.
No activity or damage noted.
No signs of new dams or repair
to existing breached dam.
Keystone Wall (70-76
Legend) Erosion
Shenandoah No ASAP ASAP RFP in process. Will present
at May finance meeting.
No Trespassing Signs Shawn No Spring 2019 Spring 2019 Pond 5 Completed. Ponds 3 &
4 on schedule for the week of
04-22-2019.
Street Light Pole
Identification
Shawn No Spring 2019 Spring 2019 Installation in process.
Community Center parking lot
completed on 04-17-2019.
Manheim Auto Auction -
LED Lighting - Pollution
Manheim -
Dominic
No N/A N/A Requested meeting with
General Manager of the
facilities. Contacted again and
no response. Management will
visit the facilities during the
week of 04-22-2019.Gloomy Scale Treatment Bartlett Yes Spring 2019 Spring 2019 Contract approved and
executed. Work to be
completed based on timing and
conditions.
Spring Flower Rotation Shenandoah Yes Spring 2019 Spring 2019 Contract approved and
executed. Installation to take
place the last week of April or
first week of May.
Gladstone Entrance Brothers No ASAP ASAP Install either 2 or 3 bollards to
protect camera from car
damage. Repair one section of
concrete walk.
April 19, 2019
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FALLS RUN COMMUNITY ASSOCIATION
RAILING TO BE PAINTED
Wall/Rail # Location
Approx Railing
Length (ft) Completed
1 Behind/Beside 50 Goose Creek 93 Completed
2 Behind 44-48 Goose Creek 83 Completed
3 Behind 24-22 Goose Creek 106 Completed
4 Behind 10-16 Goose Creek 250 Completed
5 Between 39 & 43 Goose Creek 98 Completed
5A Next to and behind Goose Creek 28 Completed
6 Beside 1 Goose Creek 83 Completed
7 Beside 2 Goose Creek 115 Completed
8 Beside/Behind 148 Smith 85 Completed
9 Beside 3 Herndon/Behind 156-162 Smithfield 127 Completed
10 Behind 7-23 and Beside 23 Herndon 680 Completed
11 Between 130-134 Smithfield 53 Completed
12 Between 110 & 118 Smithfield 68 Completed
13 Behind 1-7 Waverly 235 Completed
14 Beside 70 Smithfield 77 Completed
15 Beside/Behind 48 Smithfield 154 Completed
16 Behind 20-40 Smithfield 266 Completed
18 Behind/Beside 33-37 Smithfield 112 Completed
19 Between 216-228 Bridgewater / 19-25 Shadwell 200 Completed
20 Behind 260-290 Bridgewater 250 Completed
21 Beside 362 Bridgewater 140
22 Behind 394-402 Bridgewater 127
23 Behind 410-426 Bridgewater 268
24 Beside 367 Bridgewater/Behind 1-5 Castlewood 79
25 Behind 7-23 Castlewood 158
26 Between 8 Lucketts & 7 Carson 20
27 Beside 33 Lucketts 110
29 Along Pond 4, next to Elberon 122
30 Behind 15-17 Birchleaf 160
31 Beside 11 Reston 181
CLUBHOUSE/POOL AREA
32 Clubhouse Side 91 Completed
33 Clubhouse Outdoor Pool Side 88 Completed
34 Bocce Court 128
35 Stairs Tennis Court 30 Completed
36 Rear Exit Door to Indoor Pool 18 Completed
37 Side Exit Door to Indoor Pool 22 Completed
VILLA AREA
101 Behind 30-50 Aspen Hill 397
102 Behind 56-96 Aspen Hill 532
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FALLS RUN COMMUNITY ASSOCIATION
RAILING TO BE PAINTED
Wall/Rail # Location
Approx Railing
Length (ft) Completed
103 Between 5 & 15 Fawn 130
104 Next to 2 Fawn 144
105 Behind 81-85 Legend 106
106 Behind 91-95 & Next to 95 Legend 194
107 Between 20 & 30 Highland 19
108 Behind 19-15 & Next to 15 Aspen Hill 145 Completed
109 Next to 7 & Behind 7 - 1 Aspen Hill 107
110 behind 40-50 Legend 66
111 Between 25 & 31 Highland 100
112 Next to & Behind 56 Legend 160
113 Next to 70 Legend 100
114 Behind 41-47 Legend 132
115 Behind 51-55 Legend 105
116 Behind 61-75 Legend 225
117 Behind 20-6 Turtal Creek 221
118 Behind 41-51 Harborton 94
119 Behind 77 Harborton 36
120 Behind 101 Legend 40
121 Next to 30 Harborton 20
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